Administrative Assistant - Library

DATE: July, 2000

DIRECTION OF OTHERS: None

EDUCATION, TRAINING AND EXPERIENCE REQUIRED: Associate of arts degree with a minimum of four years office and computer experience, or equivalent combination of education and experience.

NATURE OF WORK: Serves as executive secretary to the Director, purchasing agent, bookkeeper and secretary to the Library Board of Trustees.

WORK PERFORMED/AREAS OF RESPONSIBILITIES:

1. Provide support services to the director, assistant director and staff for overall library operations, including, but not limited to record-keeping, ordering library supplies, furniture and equipment and bookkeeping.
   

II. Responsible for all personnel records:
A. Payroll
B. Applications.
C. Vacation/sick leave records.
D. Insurance forms and all other personnel files.

III. Prepare and/or process financial items:
A. Special accounts.
B. Deposit all monies received at the library.
C. Accounts payable.

IV. Responsible for acquisition of materials:
A. Orders materials, using on-line computer systems and internet.
B. Receiving and invoice processing.
C. Record keeping.

V. Handle a variety of oral and written correspondence with and among staff, salespersons and the general public.

VI. Prepare a number of reports.
A. Monthly Board Report.
B. Annual report for the Library Development and Services Department of Children, Families and Learning of the State of Minnesota.
C. Other reports and questionnaires as required.

VII. Work with Director and Assistant Director on matters concerning the physical plant.

VIII. Manages meeting room use.

IX. Perform other tasks as assigned by the Director.

EXTENT AND TYPE OF INTERACTION WITH PUBLIC:
I. Frequent contact with the public as secretary to the Director.
II. Frequent contact with vendors and through library correspondence.

REQUIRED LICENSES, CERTIFICATIONS AND REGISTRATONS:
I. Must possess a valid Minnesota driver's license.
II. Must be a Notary Public.

EQUIPMENT AND TOOL OPERATION:
I. Employee must be capable of operating miscellaneous tools and office equipment relative to this position which shall include, but may not be limited to: computers, copiers, FAX machines, calculators.

HOURS AND WORKING CONDITIONS:
I. The normal workday shall be eight (8) hours and the normal work week forty (40) hours.
II. Indoor office environment.

In compliance with the Americans With Disabilities Act the following represents the Physical and Environmental Demands: This position requires an equal amount of time spent standing, walking, and sitting. Lifting, pushing/pulling, or carrying of objects weighing up to twenty-five (25) pounds is sometimes required, with a maximum of forty (40) pounds infrequently required. Climbing, stooping, kneeling, crouching, crawling, twisting, and bending are sometimes required. Repetitive movements of the hands are sometimes required. Audio, visual, and verbal functions are essential functions to performing this position. The majority of the workday is spent indoors.